Agenda Item Wording:
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Award contract for biofilter media replacement & associated equipment inspection at the Water Reclamation Facility - Authorize the City Manager to award a contract to W.M. Lyles Co., in an amount not-to-exceed $267,560 and appropriate $220,000 from the Wastewater Fund.
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Agenda Date: 08/17/2026
Prepared by:
Rehana Lustyan, Senior Project Manager Rehana.Lustyan@visalia.gov (559) 713 4176 Ben Litwack, Public Works Manager Ben.Litwack@visalia.gov (559) 713 4671
Nick Bartsch, Public Works Director Nick.Bartsch@visalia.gov (559) 713 4052
Department Recommendation: Staff recommends that the City Council authorize the City Manager to award a contract for the Biofilter Media Replacement & Associated Equipment Inspection project at the Visalia Water Reclamation Facility (WRF) to W.M. Lyles Co. of Fresno, CA, in an amount not-to-exceed $267,560 and appropriate an additional $220,000 from Wastewater Fund (431) for this project (CP0731).
Summary:
The Biofilter at the Water Reclamation Facility is the City’s only operational biofilter and provides essential odor control for process air discharged from the treatment system. It consists of two adjacent areas identified as Cell A and Cell B. The biofilter media, installed in 2017, has reached the end of its service life and no longer performs as designed.
Restoring the biofilter to proper operating condition requires full removal of the existing media, cleaning of the biofilter containment surfaces and underdrain system, installation of new media meeting specification requirements, inspection of associated equipment, and final testing and commissioning.
RFB 25-26-16 was originally advertised, but no bids were received. Purchasing authorized staff to proceed through an informal quote process with mandatory job-walks.
Among eligible vendors, one quote exceeded available funding and one vendor did not meet responsibility criteria. W.M. Lyles Co. demonstrated relevant wastewater experience and submitted the lowest responsible quote.
Background Discussion:
RFB Phase and Transition to Informal Quotes
RFB 25-26-16 was issued for Biofilter Media Replacement & Associated Equipment Inspection. Mandatory pre-bid meetings were conducted, but no vendors attended and no bids were submitted. Because the project has no external funding constraints, Purchasing approved transitioning to an informal quote process with documented outreach.
Informal Quote Outreach and Job Walks
Staff contacted multiple wastewater contractors, biofilter media suppliers, and odor control specialists. Mandatory job walks were held, and attendance served as the sole eligibility requirement for submitting an informal quote, ensuring all vendors reviewed the site under equal conditions.
Eligible vendors participated in the informal quote process following the mandatory job walk. Staff determined that one vendor’s proposal exceeded the available budget and one vendor did not meet responsibility criteria. W.M. Lyles Co. demonstrated the necessary qualifications and submitted the lowest responsible quote.
Biofilter Media Condition and Scope Basis
The existing biofilter media has been in place since 2017, and staff observed performance deficiencies such as reduced odor control efficiency, compaction, channeling, and uneven airflow distribution. The scope defined in the RFB and informal quote process includes media removal, wall and floor cleaning, trench and underdrain cleaning, installation of new media meeting specification requirements, inspection of fans, ducting, and irrigation components, and final commissioning.
Responsibility Determination
Responsibility criteria defined under the RFB and City procurement guidelines require demonstrated experience with biofilter media replacement, biofilter system cleaning, underdrain and trench component work, and commissioning/testing in wastewater treatment facilities. Only W.M. Lyles demonstrated the necessary qualifications.
Basis for Omitting Informal Quote Amounts
Individual informal quote amounts are not required to be disclosed because informal quotations are not part of a formally advertised competitive bidding process. Under City procurement guidelines, informal quotes may be summarized by evaluation outcome (e.g., cost-prohibitive, not responsible) without listing specific dollar amounts. Listing the informal quote amounts may imply a formal bidding structure when the process was not a formal RFB award. Therefore, omitting specific informal quote amounts for non-selected vendors is permitted and consistent with City purchasing practices.
Fiscal Impact:
The capital project (CP0731) currently has budgeted $60,000. This amount was originally estimated only for media procurement and did not account for media removal, surface cleaning, equipment inspections, underdrain cleaning, or commissioning.The project requires awarding a contract in the amount of $267,560. Staff recommends appropriating an additional $220,000.00 from Wastewater Fund 431 to fully fund the project.
Prior Council Action: None
Alternatives:
1. Reject all quotes and re-solicit
Not recommended. Past outreach indicates limited vendor availability and re-solicitation may produce the same results while delaying required operational work.
2. Delay award Not recommended.
Biofilter performance is already degraded and may continue to decline without replacement.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award a contract for the Biofilter Media Replacement & Associated Equipment Inspection project to W.M. Lyles Co. in an amount not-to-exceed $267,560, appropriate $220,000 from Wastewater Fund, and authorize the City Manager to execute all necessary documents related to this contract.
Environmental Assessment Status: N/A
CEQA Review:
This action does not constitute a project under CEQA, pursuant to PRC §21065 and CEQA Guidelines §15378. The replacement and maintenance of existing odor control systems is categorically exempt as a Class 1 Existing Facilities exemption. No additional environmental review is required.
Deadline for Action: 8/17/2026
Attachments:
1. RFB 25-26-16 and Exhibits (Reference Only)
2. W.M. Lyles Quote
3. Contract including exhibits and attachments
4. Consultant Disclosure Form
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
